The interconnected nature of the global economy has propelled "Made in China" products worldwide. But how do goods travel safely, efficiently, and compliantly from factories to overseas buyers? Behind this process lies a complex series of export procedures. This comprehensive guide will meticulously analyze key export trade processes, helping businesses master core operations like booking, trucking, and customs clearance while mitigating risks and improving international trade efficiency.
I. Overview of Export Procedures
Export trade involves selling goods or services from one country or region to another. It serves not only as a crucial method for businesses to expand markets and increase revenue but also as a key strategy for nations to participate in the global economy and enhance international competitiveness. A complete export process typically includes these main stages:
- Booking: Reserving shipping space with carriers or freight forwarders.
- Document Exchange: Obtaining delivery orders from carriers for empty container pickup.
- Trucking: Transporting empty containers to factories/warehouses and returning loaded containers to ports.
- Customs Clearance: Declaring export goods to customs authorities.
- Loading: Shipping goods to destination ports.
Each stage is critically interconnected—any disruption can cause delays, losses, or legal consequences.
II. Booking: The First Step to Ensure Smooth Shipment
Booking initiates the export process, focusing on securing adequate shipping space and clarifying transport terms and costs.
1. Submitting the Booking Note
The shipper (or their freight forwarder) must submit a detailed Booking Note containing:
- Shipper/consignee details (name, address, contact information)
- Comprehensive cargo descriptions (name, quantity, weight, volume, packaging)
- Port of loading and discharge
- Incoterms (FOB, CIF, DDP) and cost allocation
- Special requirements (temperature control, humidity, stacking methods)
2. Shipping Order (SO) Issuance
Upon approval, carriers issue a Shipping Order (SO) containing:
- Bill of Lading number
- Vessel name and voyage
- Customs cutoff time
- CY closing time
- Container yard address
- Freight terms and hazardous material requirements
Key considerations: Verify SO accuracy against the Booking Note, observe cutoff times, and retain the SO for subsequent procedures.
III. Document Exchange: Obtaining Empty Containers
This process involves exchanging the SO for a Delivery Order (DO), the sole document authorizing empty container pickup.
1. Exchange Locations
Direct bookings: Carrier-specified locations
Forwarder bookings: Through the freight forwarder
2. Delivery Order Contents
- Bill of Lading number
- Vessel details
- Container yard address
- Pickup contact information
- Validity period
Note: Confirm DO accuracy, especially yard locations and validity. Some carriers use electronic DOs (eDOs) with different procedures.
IV. Trucking: Bridging Factories and Ports
Trucking involves transporting empty containers to loading locations and returning loaded containers to ports.
1. Empty Container Pickup
Operator:
Trucking company
Required documents:
DO, transport license, driver identification
Key actions:
- Inspect container integrity (no damage, leaks, odors, or moisture)
- Record container numbers
- Sign Equipment Interchange Receipt (EIR)
2. Transportation to Loading Sites
Coordinate loading schedules, addresses, and vehicle access requirements (height/weight restrictions).
3. Loading and Sealing
Loading requirements:
- Compliance with weight/distribution limits
- Special handling for liquids, fragile items, or food products
Sealing:
Apply customs/commercial seals (one-time locking devices) with recorded seal numbers for customs verification.
4. Returning Loaded Containers
Deadline:
Meet CY closing time (typically 4-24 hours before customs cutoff)
Process:
- Submit EIR and seal numbers at port gates
- Weigh loaded containers
- Obtain container receipt confirming shipment readiness
V. Customs Clearance: Legal Export Authorization
This critical process involves declaring export goods to customs authorities.
1. Document Preparation
Core documents:
- Commercial invoice
- Packing list
- Sales contract
- Electronic customs declaration
- Draft Bill of Lading/SO
- HS code classification details
Special documents:
- Inspection certificates (for regulated goods)
- Hazardous material certifications
- VAT invoices (for tax rebates)
- Bond certificates (temporary exports)
2. Electronic Declaration
Submit data through China's Single Window system, verifying HS codes, descriptions, quantities, values, and origins.
3. Customs Review
System review:
Automated checks for logical consistency (pricing, HS code alignment)
Manual review:
Random or targeted inspections for suspicious declarations
4. Physical Inspection
Triggers:
Random selection or declaration anomalies
Process:
- Move containers to inspection areas
- Verify goods against declarations (description, quantity, seals)
- Address discrepancies through amended declarations or penalties
5. Release
Upon approval, goods receive electronic release authorization for loading. Carriers then issue the Bill of Lading, completing core export procedures.
VI. Critical Considerations
- Timing: Adhere strictly to CY closing and customs cutoff times to avoid missing shipments.
- Accuracy: Ensure HS codes, descriptions, and values match actual goods to prevent penalties.
- Container integrity: Verify empty container condition and maintain seal integrity throughout transit.
VII. Conclusion
Export trade involves intricate, interdependent processes requiring thorough understanding of each stage's requirements. Strict compliance with regulations ensures smooth shipments while mitigating risks. This guide provides essential knowledge for businesses navigating global markets successfully.